Modernizing DBE Bidder’s List Collection and Reporting

Federal regulations require recipients of U.S. Department of Transportation (US DOT) funding to maintain a comprehensive bidder’s list to support the administration and oversight of the Disadvantaged Business Enterprise (DBE) Program. In accordance with 49 CFR § 26.11, agencies must collect and maintain information on firms that participate in contracting opportunities to support program reporting, monitor participation, and demonstrate compliance during federal oversight and audit activities.

Caltrans maintains established processes to collect and report bidder’s list information in accordance with federal requirements. However, the information supporting these activities is obtained through multiple systems and business processes, resulting in significant manual effort to collect, reconcile, and validate data. Modernizing these processes would improve operational efficiency, enhance data quality, and simplify reporting and audit response while continuing to support compliance with federal DBE program requirements.

California seeks AI-enabled solutions that improve the collection, management, and reporting of bidder’s list information while supporting existing procurement and contracting workflows.

Solutions may address one or more of the following objectives:

• Automate the collection and validation of bidder’s list information from multiple intake sources to improve data completeness, consistency, and quality.
• Provide a comprehensive view of contracting participation by capturing information on all firms participating in procurement activities, rather than a limited subset of bidders.
• Support federal reporting and audit readiness through accurate recordkeeping, traceability, and streamlined production of information required under 49 CFR § 26.11.
• Improve operational efficiency by using AI to reduce manual processing, identify data gaps, and provide actionable insights into bidder participation and DBE program performance.

California seeks a scalable, AI-powered solution that strengthens the Department’s ability to collect, manage, and analyze bidder’s list information while improving compliance with federal requirements. The desired outcome is a more complete, accurate, and auditable record of contracting participation that supports informed decision-making, reduces administrative burden, and enhances the Department’s ability to demonstrate compliance with DBE program requirements.